Board of Selectmen, November 5, 2018
HOLDEN BOARD OF SELECTMEN
MEETING MINUTES
November 5, 2018
6:35PM Memorial Hall
Present: Chairman Geri Herlihy, Jeremy Kurtz, Anthony Renzoni, Tyler Gibbs
Others Present: Peter Lukes, Town Manager
Stephanie Bacon, Assistant Town Manager
Liz Fotos, Town Recorder
The meeting was called to order by Chairman Herlihy at 6:30PM. The Board stood to recite the Pledge of Allegiance.
- Appointments, Licenses, and Permits
Motion by Sel. Renzoni, seconded by Sel. Kurtz, it was, UNANIMOUSLY VOTED TO APPROVE STEPHEN GROSS ON BEHALF OF CENTRAL MASS ONSTAGE FOR A PUBLIC ENTERTAINMENT LICENSE FOR A PLAY PERFORMANCE FOR FRIDAY, NOVEMBER 30, 2018 AND SATURDAY DECEMBER 1, 2018 FROM 7:00-10:00PM AND FOR SUNDAY DECEMBER 2, 2018 FROM 1:00-4:00PM.
- Town Manager Update
MMA Annual Meeting: The Mass Municipal Association will be holding its annual meeting and trade show once again at the Hynes Convention Center January 18 and 19, 2019. We have received registrations for most of the Select Board and my office can register you upon your request if you have not yet done so.
Chairman Herlihy left the meeting at 6:39PM.
18 Industrial Drive: Bids for the removal of hazardous materials from the “oil infiltration room” that was contained within the structure at 18 Industrial Drive were opened on Thursday, November 1. The Town received three bids and will be awarding the contract within the next few days, once we complete our due diligence by checking references, the completeness of the bid documents, and the reputation of the low bidder. We expect that work will commence shortly and be finished within sixty days form its start.
The structure itself has been completely torn down. Scrap material and debris is still currently being trucked away. The foundation is currently being broken and torn up. The site should be clear of all building material by the end of December.
Eagle Lake Dam Study: The Town is currently seeking and receiving permission to enter the property and properties surrounding Eagle Lake Dam. Although we were initially concerned that we might not receive permission from all of the property owners, it appears that we are being granted permission and our contractors may be able to begin their work as soon as the middle of November. The contract requires a 120 day completion time from start to finish.
Chairman Herlihy returned to the meeting at 6:41PM.
Sel. Renzoni asked if this was to maintain the dam. Mr. Lukes confirmed it was.
Retirements: Kim Challenger, our Assistant Children’s Librarian, retired recently after seventeen years of working for the Town. I would like to thank her for her years of service and dedication to Holden, the Gale Free Library, and the hundreds of children who gained a love of reading from her commitment to them.
Brenda Harvey retired as Office Manager for our Department of Public Works last week. She leaves the Town after 34 years of service, the last 25 of which were with DPW. Many of you know Brenda as the face of DPW for the last several years and we will miss her and wish her well in her retirement. Maureen Burke will be replacing Brenda. Maureen has been Senior Clerk at DPW for the last two years prior to this promotion.
Chapter 90 FY 2019: State Representative Kim Ferguson and Governor Charlie Baker informed us that the legislature recently passed the Governor’s supplemental budget and in so ding, Holden was awarded an increase of $123,147 in our Chapter 90 Funding for the current fiscal year, which pays for road and bridge infrastructure work. We were previously awarded approximately $615,000 as our regular annual Chapter 90 appropriation. Our total apportionment of Chapter 90 money for FY 19 is now $738,886.
Year-to-Date Revenue and Expenditure Reports: Attached are the Year-to-Date Revenue and Expenditure reports for the periods ending September, 2018, prepared by Lori Rose, Town Accountant.
Christmas Eve Office Hours: Christmas falls on a Tuesday this year, and the Select Board has traditionally voted to close town office at noon on Christmas Eve in order to allow our employees to spend time with their families during what is normally a very slow business day for Town Offices. If the Board so decides, I am requesting a vote to determine holiday hours for Town Offices and for Non-Emergency Employees on December 24, 2018.
Motion by Sel. Renzoni, seconded by Sel. Gibbs, it was UNANIMOUSLY VOTED BY THE BOARD OF SELECTMEN AS A GESTURE OF GOOD WILL AT THE HOLIDAY SEASON TO CLOSE TOWN BUSINESS OFFICES FOR NON-EMERGENCY PERSONNEL ONLY ON MONDAY, DECEMBER 24, 2018. ESSENTIAL PUBLIC SAFETY EMPLOYEES WHO ARE SCHEDULED TO WORK OR WHO ACTUALLY WORK ON THESE DAYS WILL BE ELIIBLE TO RECEIVE UP TO EIGHT HOURS OF COMPENSATORY TIME OFF AT THE DISCRETION OF THE TOWN MANAGER.
Partnership with North Pole: Last Week, my office confirmed with Santa’s Workshop that Santa will be visiting town prior to Christmas in order to speak directly with Holden’s children. Santa’s arrival and tree lighting ceremony is schedule for Saturday, December 1, at 5:00PM at Town Hall. Girl Scouts will be signing holiday songs starting at 4:30PM while residents gather and wait for Santa. Children have the opportunity to sit on Santa’s lap and will receive a goodie bag. Hot chocolate and popcorn will be available in the First Congregational Church following Santa’s visit.
Many thanks to Denise Morano and the Recreation Department along with the Holden Fire and Police Department who will be escorting Santa and his staff across Town.
Sel. Renzoni stated that the Master Plan Steering Committee will also be on site on December 1, 2018 to speak with residents.
Ongoing DPW Projects: Drainage work to repair failing manholes and pipes on Tannery Drive began last week, and will continue through this week. DPW is providing materials for this project and a contractor will provide the labor and equipment.
In a similar fashion, a separate contractor is schedule to being work on Monday, 11/5 to repair and replace manhole and catch basin casting in areas throughout Town. The work will involve cutting the pavements, removing the existing casting, repairing any portion of concrete in the top of the catch basin/ manhole, installing a new casting to level grade and then paving around the structure. This allows the Town to have close to 50 different structures repaired, which are both a nuisance to surrounding residents as well as potential hazards to vehicles
Also scheduled to being on Monday, 11/5 is work to repair scouring of the base supporting the foundation wall of the culvert on Mt. Pleasant Street. Over the years, the water flow in the has scoured out the earth material under the foundation wall. Using one of the DPW’s engineering consultants, the culvert was evaluated and a repair plan was designed. A contractor has been procured, and their work will begin, weather permitting, the week of November 5. One lane of traffic will be occupied by the contractor on Mt. Pleasant Street for the repairs, which hare expected to take 3-5 days.
Shrewsbury Street sewer work remains open, but we are waiting for a sub-contractor to fabricate the lining for the sewer force main, and no other work can occur until the lining is created and delivered for installation. The current pause in work was actually planned, and the contractor remains on schedule for completion of the project within his contract mandated time frame. As I’ve mentioned in the past, final completion of all work on Shrewsbury Street is scheduled by the end of November.
Final paving of the Birchwood Street neighborhood is anticipated to being in the first week of November, weather permitting. You may recall that there was a great deal of neighborhood angst when this project began. Director Woodsmall and I have worked with the residents closely and I believe based on numerous comments and general input, that the residents are fully satisfied with the final outcome.
The construction of the Town’s most recent approved subdivision, Danielle Lane, located on Wachusett Street, near the intersection of Mason Road has begun. The Engineering Division is performing the inspection of this construction.
Finally, the DPW is also beginning to get ready for the snow and ice season. Drivers will be out examining their plow routes, and staking out areas of concern. We ask residents remove any basketball hoops from the Right- of Way so that they do not conflict with plow operations. As we have done in the past, we will be notifying those with hoops or other types of obstructions at the edge of the road to remove them.
- Citizen’s Address
None
Sel. Renzoni suggested leaving Citizens Address at 7:00PM as it has been a tradition for the Boards past. He suggests that if anyone comes in this evening that the Board entertains them.
- Vote to request for $10,734. 48 appropriation from Wachusett Fund for Holden Fire CPR Mannequin
Russ Hall, Fire Chief was present at the meeting. He stated that the Fire Department had not purchased anything out of the fund for over 10 years. He stated that he had been looking at CPR Mannequins for some time but that they were expensive. He stated that they needed them for EMT training and that they had previously had to send staff offsite to get this training. He stated that these mannequins will train for advance skills and also allow them to train first responders.
Motion by Sel. Renzoni, seconded by Sel. Gibbs, it was UNANIMOUSLY VOTED TO APPROPRIATE $10,734.48 FROM THE WACHUSETT FUND FOR HOLDEN FIRE CPR MANNEQUIN.
Sel. Renzoni asked if we had a balance on this fund.
Mr. Lukes stated that it was around $200,000.
Sel. Renzoni stated that it was great to see them using the funds for these types of purchases.
Mr. Lukes stated that the current balance in the fund is $225,440.
- Letter to WRSD re: FY 20 Budget
Mr. Lukes stated that representatives from the Board of Selectmen and Fin Com met a few weeks ago to discuss goals from the towns regarding the budget to the WRSD. He stated that they sent the consensus topics in a letter to the district to let them know the feelings of the towns prior to budget season. He stated that all five towns could not come to a consensus but Holden has met with Fin Com and indicated that the proposed letter was good for them and they now need this Board to vote and sign the letter.
He stated that the goals that Holden set out were:
-WRSD line item budget.
-Identify the amount of OPEB liability and present a long term plan to address it.
-Prepare a five year plan for major construction and projects
-5 Year plan for educational goals that require the operational budget
Mr. Lukes stated that he had discussed these items with the Superintendent and that he agreed that a more formal letter should be sent.
Chairman Herlihy asked if any other Towns were signing the letter.
Mr. Lukes stated that Sterling had consensus with Holden’s letter. He stated that Princeton had a vote and their Board and Finance could not come to a consensus nor could Rutland or Paxton.
Sel. Renzoni stated that he felt it was a good process and a good exercise. He stated the intent of this was to let the district know the Towns thoughts ahead of the budget. He stated that they typically hear about what towns can’t do and we wanted to get ahead of it and say all five towns had sat and discussed some of the concerns. It is to let the district know that the conversation had been had. He said that he knew that Rutland said they could do a 3.5% increase but that OPEB was a hang up, he asked how the District felt about OPEB.
Mr. Lukes stated that it is a district liability and it is a problem. He stated that he does not know their thoughts but that they are paying as they go which seems to be the only option; he stated they were a million away from it.
Sel. Renzoni stated that it is a scary amount of money getting bigger faster and that Holden holds 45% of the liability. He stated that he knows that the plan is to catch up but the Town has caught up their employees and found a way to get there. He stated the longer it goes on the harder it will be to catch.
Chairman Herlihy stated that it would be hard for them to borrow at some point because it will impact their credit rating. She stated that they needed to have a good faith effort in place to start saving but all the towns could do was ask.
Motion by Sel. Renzoni, seconded by Sel. Kurtz, it was UNANIMOUSLY VOTED TO AUTHORIZE THE CHAIR TO SIGN THE LETTER TO WRSD RE: FY 20 BUDGET ON BEHALF OF THE BOARD OF SELECTMEN.
- Town Manager Evaluation/ Salary/ Adjustment/ Contract
Chairman Herlihy stated that the way that the Town Manager’s contract was written there was a 2% cap to his raise. She stated his contract was negotiated to the 2% so she was proposing an increase from $155,000 to $158,100.
Sel. Renzoni stated that they should mention that when Mr. Lukes took over for the former Town Manager during budget season and that the Board negotiated a contract with the understanding that they would renegotiate a contract after a six month period. He stated that at that point the Town Manger suggested that his contract include a clause that stated there would be an increase of no greater than 2% annually so as not to take a greater increase than other town employees.
Mr. Lukes confirmed that was correct.
Sel. Renzoni stated that from performance alone, he would have been in favor of a higher increase because it was deserved but he thinks that it is good for business and commendable to move forward like this. He stated that they were beginning another year with a great budget.
Motion by Sel. Renzoni, seconded by Sel. Kurtz, it was UNANIMOUSLY VOTED TO APPROVE THE PAY INCREASE FOR THE TOWN MANAGER FROM $155,000 TO $158,100 AS PRESENTED.
- Selectmen Miscellaneous
Sel. Renzoni stated that the VA Committee and the American Legion Post 42 will be in Town on Saturday handing out Poppies and accepting donations. He stated that they will be starting 6:30AM and all funds collected with be used to support local veterans over the holidays. He stated that anyone interested in volunteering could reach out to him or the Town Managers office and if anyone knew anyone in need could reach out as well.
Sel. Gibbs: none
Sel. Kurtz: none
- Public Hearing Tax Classification
Lori Rose, Town Accountant and Jim Billion, Board of Assessors were present at the meeting.
Ms. Rose stated that we were here tonight to vote on the single tax rate for FY 19 as they have in years past. She stated that the Board of Assessors recommended a single tax rate with a residential factor of 1.
Ms. Rose handed out the Assessment/Classification Report to the Board. She stated that the total tax value and levy was to be raised based on a single tax rate of 17.55/thousand which was a decrease from last year 17.61/thousand. She stated that this would have the average single family home taxes at $5,734.02 which while up from last year is due to the increase in value not increase in taxes. Ms. Rose stated that she recommended a residential factor of “1”.
Sel. Renzoni thanked the Board of Assessors and Ms. Rose for their work. He stated that he knows that it is a complicated process but appreciates her simplifying it for understanding purposes.
Gordon McPhail, 428 Salisbury Street was present at the meeting. He stated that he was present on behalf of the Chamber of Commerce and that he also lives in town. He stated that he is thrilled that the tax rate is going down and that he recommends the single tax rate as well. He stated Holden is a great place to live and work and people appreciate it.
Motion by Sel. Renzoni, seconded by Sel. Kurtz, it was UNANIMOUSLY VOTED TO APPROVE THE RESIDENTIAL FACTOR OF 1 FOR FY 19 AS RECOMMENDED BY THE BOARD OF ASSESSORS AND LORI ROSE, TOWN ACCOUNTANT.
Misc. Continued.
Chairman Herlihy stated that the budget roundtable was set for Thursday at the Senior Center and the district will be present along with the Board of Selectmen and Fin Com.
Chairman Herlihy also stated that there would be elections and voting on November 6, 2018 from 7am to 8pm.
- Open/Set/ Close Special Town Meeting Warrant
Mr. Lukes stated that this was on the agenda at the request of several of the Board members. He stated that there had been some discussion of a 4th Warrant Article to discuss the back lot at 18 Industrial Drive to add a study to see about playing fields that could open up to the back lot of Dawson Recreation Facilities. He stated that after some thought and research to see the cost of a survey, they think the cost is relatively short money and they have almost $1 million from the transfer of funds from the IIF and a study should be about $10,000 to $30,000. He stated that this could be at the discretion of the Board but that he intended to meet with several heads of sports next week to see if they can put together a plan. He stated that it would take a while but that they wanted to get the process started. He stated that the importance of this is to let people know the intention of the Board and that he thinks this is a good starting point.
Sel. Renzoni stated that he had a few question about the fields themselves, he asked for a rotation plan on the fields because some fields such as Mayo were due to be closed up. He stated that he thinks one of the Town Managers Goals should be a massive expansion of Recreational Services in general and he thinks it should come out of the Recreation Revolving Account. He stated that he thinks this is exciting and that there was always talk about connecting Dawson to more fields.
Sel. Renzoni stated that one reservation would be that if they did a Special Town Meeting for this and voters approved it would the study be done in time for Annual Town Meeting.
Mr. Lukes replied that was hard to tell and they would need to see how the winter went and see about the bids from contractors. He stated that they do have some needed information about the whole property already so they may be able to move quickly baring some decent weather but the full answer is he does not know.
Sel. Renzoni stated that he thinks this is critical and that it was short money.
- Public Hearing to Layout the Following Street: Paul Revere Road
Motion by Sel. Renzoni, seconded by Sel. Kurtz, it was UNANIMOUSLY VOTED TO OPEN THE PUBLIC HEARING FOR THE LAYOUT OF PAUL REVERE ROAD.
Chairman Herlihy asked if there was anyone from the public that wished to speak; no members of the public stepped forward.
Motion by Sel. Renzoni, seconded by Sel. Kurtz, it was UNANIMOUSLY VOTED TO CLOSE THE PUBLIC HEARING FOR THE LAYOUT OF PAUL REVERE ROAD.
Motion by Sel. Renzoni, seconded by Sel. Gibbs, it was UNANIMOUSLY VOTED TO LAYOUT PAUL REVERE ROAD FROM STATION 0+00 TO STATION 5+60 FOR A DISTANCE OF APPROXIMATLY 560 FEET ALONG THE CENTERLINE; AS SHOWN ON A PLAN OF LAND ENTITELD “Street Acceptance Plan Paul Revere Road” PREPARED FOR TOWN OF HOLDEN BY B&R SURVEY, INC DATED AUGUST 21, 2018 SAID STREET ACCPTANCE PLAN HAS BEEN FILED IN THE OFFICE OF THE TOWN CLERK TO BE FILED TOGETHER WITH A COPY OF THIS VOTE.
Selectmen Misc. Cont.
Sel. Renzoni asked if the site was not ready to discuss fields at Town Meeting would the Town be able to have two projects going at the same time.
Mr. Lukes replied he believed so. He stated that they were paving an access road so it should not interfere.
Sel. Renzoni stated that there was politically some concern to add something onto a Special Town Meeting. He stated that he does not think this would harm the current agenda though and he did not think DPW would have an issue with adding this. He stated that doing this may give the Town potential to move forward faster with fields and he thinks that this will end up being a goal for the Town Manager for the next fiscal year. He stated that the opportunity was presenting itself and that he thinks the Town should move forward with it.
Sel. Gibbs stated that he thinks this is great to do and also answers the question of what we are going to do with the rest of 18 Industrial Drive.
Sel. Renzoni asked how the OPM felt about this.
Mr. Lukes stated that he would have nothing to do with this.
Sel. Renzoni stated that he would just want to make sure that this would not infringe on the DPW project.
Mr. Lukes replied that he had not heard that this would be an issue for him.
Chairman Herlihy stated that she was in agreement for the Town Manger to move forward with this.
Sel. Renzoni stated that he believes the Town Manager has support from the four Board Members present. He stated that money was put for development and design and he does not think needs to be on Town Meeting Warrant. He asked how much this would cost to explore.
Mr. Lukes stated that it would depend on how detailed they were going to be. He stated they could get a basic idea for about $10,000 however legally with some of the wetlands or if they expanded the project it could be about $25,000.
Sel. Renzoni stated that he was comfortable with that and he thinks there is opportunity there.
- Selectmen Subcommittee
Sel. Renzoni stated that the VA Committee would be out for Veterans Day.
Sel. Renzoni stated he did not have an update for Fin Com.
Sel. Renzoni stated that the Master Plan Steering Committee would meet before December 1, 2018. He stated that they lost their lead consultant and that they have some fine tuning to do but that they have a feeling about the priorities the community wants.
Sel. Gibbs: none.
Chairman Herlihy stated that the DPW Building Committee did not have a quorum for the meeting. She stated that they had lawn signs available for anyone wishing to advertise for Special Town Meeting.
Sel. Kurtz: none.
Motion by Sel. Renzoni, seconded by Sel. Kurtz, it was UNANIMOUSLY VOTED TO ADJOURN THE NOVEMBER 5, 2018 BOARD OF SELECTMEN MEETING AT 7:34PM.
APPROVED: __December 17, 2018_______